Know Your Data, Love Your Data: A Recipe Book for Quality, Accuracy, and Planning · 2017-11-22 ·...

Know Your Data, Love Your Data: A Recipe Book for Quality, Accuracy, and Planning

October 2017

VETERANS HEALTH ADMINISTRATION

Agenda

1. The Importance of a Recipe2. Quality

– SSVF Data 201 Refresher– Program Goals– Community Goals

3. Impact– Coordinated Entry– Veteran Milestones– Funding

1


The Importance of a Recipe

2


Data Quality

• Data quality represents progress toward goals– How are grantees using HMIS, VA Repository, VSSC data

• Data quality informs decision making– How are grantees reviewing for quality and accuracy

• Data quality improves community outcomes– Drives program goals of households served, days to

housed, time in program, etc.– Drives CoC goals of ending Veteran homelessness

3


SSVF Data in Context

NationalSSVF Program

Local Continuum

of Care

Your SSVF Program

Client


SSVF Data Refresher: VA Repository

• VA-owned databases designed to receive and store SSVF Program data.– Data received must align with HUD’s HMIS Data Standards.– Comprised of tables similar to the HMIS Logical Model.

• “The Repository” is actually 2 remote VHA servers:– Production Server = Grantee Uploads– Reporting Server = Archive of previous FYs and copy of current

Production Server data

• Grantees upload data for their entire grant year each time.– Example: June uploads contain all active FY17 clients’ data through

May.

5


Repository• Why use a Repository?

– SSVF Grantees are required to enter all program data into their local HMIS systems.

– The SSVF Program Office is accountable for program data and must have visibility into grantee progress/outcomes.

– VA currently does not have a bi-directional way to share data with communities/outside stakeholders.

– The HMIS Repository allows VA to receive grantee data via monthly upload.\

• Why not just use HOMES?– Data access issues for non-VA staff.– Minimal crosswalk between HOMES and HMIS at the time of the SSVF

Program implementation (in FY11).– Grantee burden (need for training on HOMES, duplicate data entry if HOMES

data cannot be uploaded to the community, etc.).

6


Repository Limitations

• Access is limited.• Data is not real-time.• Difficult to report across FYs.• No automatic reporting capabilities

– This includes on the front end when grantees upload data. – Validation Report is helpful by showing row counts and major issues

but is not sufficient for data quality.• Note: just because the Repository accepts the upload does not

mean the data is accurate or that issues did not occur during upload.

• Any reports generated are run via SQL coding/procedures and on an ad-hoc basis.– Example: Tracker; Data Quality Reports

7


VSSC Dashboard

• VSSC– VHA reporting service generates reports for the HPO programs

including the SSVF Dashboard.– VSSC pulls SSVF data directly from the HMIS Repository Production

Server on the 10th or 11th of each month.– Validation processes and business rules are applied to generate the

dashboard reports.• Example: missing/invalid SSNs omitted from reporting.

– The VSSC SSVF Dashboard is not the same thing as the Repository but the data should be identical.

• Caveat: timing between Prod and Reporting Servers.

8


Grantee Uploads

• Upload Schedule:– Opens on the 1st of each month; closes on the 10th calendar day.– Last day for uploads is the 9th calendar day.

• A single grant may have multiple uploads:– 1 upload: HP & RRH clients combined– 2 uploads: Separate HP & RRH uploads– Multiple uploads: Geographical uploads, as well as possible HP/RRH

separate uploads• Each grantee’s upload includes 10 CSV files

– Each upload must be compressed (.zip or .rar) for the Repository to accept it.

• Data Validation Report: – Shown on the web browser after a grantee completes an upload.– Grantees take screenshots of these reports for monitoring and tracking purposes.

9


Data Validation Report Example


Considerations

• If any table has a row count = 0 there will not be any data reported.– Essentially blanks out the data.

• Repository accepts the upload and marks all other data as inactive.• For grantees that upload to multiple geographies, sometimes duplicate

records are included.• Row counts are not always equal to persons served.• Example: 14-XX-150

– Exit Table Row Count = 168– Actual Persons Exiting reported = 90

• Exits Prior to FY17 = 66• Missing/Incomplete SSNs = 2• Other VSSC exclusions = 10

11


VSSC Dashboard Demo

12


Program Progress- Quarterly Reports

• Does the data indicate that Grantee is on target to reach annual?– Veteran served

• HP• RRH• % of RRH served

– Veterans exited • HP• RRH• % of RRH Exits

– Veterans exited to PH• HP• RRH• % of RRH Exiting to PH

– Total RRH Veteran placed


Quarterly Report data review


Community Data

• Why community data is important• Program data affects community data• Community Goals• Veteran Milestones• Coordinated Entry

15


Example: Using Grantee Data

• Grantee Data Plan– How review data– What look for– Measuring performance on an ongoing basis

• Value of Data– How are you using your data– What does it tell you– How does that impact your process or program

• Lessons Learned– Examples of what has been learned– Examples of how staff interact data

16


Example: Using Community Data

• Background– Background on community– Who shares data in community

• Goals/Value of Data– What are your goals– How is data used– What does it tell you– How does that impact your process or program– How is data reviewed/evaluated

• Lessons Learned– Examples of what has been learned– Examples of how the community interacts with data

17

Data Dialogue: DC

Grantee Data: Friendship Place

Learning Data Inspiring Creativity Developing Ambitious Goals and Building Buy-In Building Internal Controls and Tracking Communication Structure and Supervision Policies and Procedures

Community Data: Washington, DC

Teamwork Meeting Regularly to Review Data Data Clean Up Days HMIS Refreshers and Expectations Flow Charts Using Data to Inform Community-Level Decisions

and Systems

Contact Information

Kally CanfieldFriendship Place

[email protected]


Questions and Answers

• What questions do you have?• What were your take-aways?

22


SSVF Program OfficeEmail: [email protected]

Website:www.va.gov/HOMELESS/ssvf.asp

.

23

Additional Questions

http://www.va.gov/HOMELESS/ssvf.asp

Know Your Data, Love Your Data: A Recipe Book for Quality, Accuracy, and Planning · 2017-11-22 ·...

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